How to add a customer’s company name while creating an invoice or quotation/proforma.

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First check the nature of the customer, whether he is your actual customer or a walk-in customer.

Basically, there are two options given. Add new or Add contact.

Add new to add your “actual customer” while  The “Add contact” option is given to add a “walk-in customer.”

How to add a walk-in customer

We call walk-in customers “query customers” because they don’t know about our product and service, but there is a probability that they can convert into our customers.

We usually issue only a quotation or proforma invoice to walk-in customers, and when they convert into our actual customers, we will issue them invoices.

If you know that your customer is a walk-in customer coming only for the quotes or proforma invoice. For that purpose, the user will use the Add Contact option to add the new walk-in customer’s information. (The user can also get access to add walk-in customers through the sales section as well).

Now go to the option written in blue font, i.e., Add Contact, as shown below.

Click on it.

When you click on the Add Contact option, you will land on a new window which is about to add walk-in customer details.

Now fill in the information as shown below.

Basic information 

First you see a basic information block.

Enter your company name in the given tab, e.g., demo customer.

Enter contact no. of company, e.g., +971000000.

Enter email address of company, e.g., A@gmail.com.

Enter the website of the company, e.g., www.democustomer.com.

Click and select the nature of business, e.g., general trading.

Click and select the company type from the drop-down menu, e.g., LLC, sole proprietorship, etc.

Contact person details 

“Contact person details” refers to that individual in the company who has responsibility for coordination and communications to provide you the required information.

Enter the first name of that person, e.g., xy.

Enter Last Name, e.g., z.

Enter the designation of that person, e.g., manager.

Enter Email Address of that individual, e.g., democustomer@gmail.com.

Enter the contact number of that person: +9710000000

“Enter Other Contact Number” means in any case if the required person is not reachable, then you can contact the other person for required information.

After entering all information, click on the Save button to save the information.

Once you save the information of walk-in customer, you can check the details from the walk-in customer page.

Once you save the information of a walk-in customer, you can check the details from the walk-in customer.

Once you save the information, go back to Invoice or quotes/proforma invoice, refresh the page, and then enter again your customer information in all required fields. now you can see your company name is available in all drop sections.

How to add customer company name

To create an invoice, it is mandatory to have a customer created in the system. However, users can also create a customer directly from the invoice, quotation, or proforma invoice page. If the customer’s name is not listed under the customer sub-head or does not appear in the Company Name dropdown, click on the dropdown and type the customer’s name in the given field. If the name is not available in the list, an ‘Add New’ option written in blue font will appear. Click on it to create a new customer.

The below picture is given for better understanding.

Click on Add new option.

Basically, it allows you to create a new customer. Click on it, and a new window comes in front of you.

Click on Add New option.

Once you click on it, it will open a new window where you can create a new customer.

Fill in the following information as given below.

Basic Information

First you have the basic information section; click on the drop-down button located at the left side of the bar.

Enter the customer’s company name. e.g., XYYZ trading.

Click and select the legal status of the customer’s company, e.g., LLC, sole proprietorship, partnership, etc.

Click and select the nature of the company. e.g., general trading.

Enter the company contact number. e.g. +971 4 800 0002

Enter email address of company. e.g., xyyztrading@gmail.com

Enter the website of the company. e.g., www.xyztrading.com

Contact Person Details

In this section you will enter customer information. That individual’s information, who is responsible for communication.

You will have a Contact Person section; click on the drop-down and fill in the details.

Enter the first name of the customer. e.g., XY

Enter the last name of the customer, e.g., YZ.

Enter the designation of the customer, e.g., Managing Director, CEO, CCO, etc.

Enter the email of the customer, e.g., A@gmail.com.

enter the contact number of the customer, e.g., +97100000000.

Enter the other person’s contact number too. e.g., +9710000000

Bank Details

In this section you will add bank details of the customer’s company.

You will have a bank details option given in this section; click on the drop-down and fill in the details.

Enter the client account title name, e.g., the company’s name, e.g., XYYZ Trading LLC.

Sort the code/branch code given by the client, e.g., 012345.

Enter account number, e.g., +97100000000.

Enter IBAN number, e.g., AE00000000000.

If user does not require customer bank information

If a user is not dealing with customer bank information or does not require this section, the system provides default general data (dummy data) for user convenience.

This default data helps users proceed with payment procedures smoothly without the need to manually enter bank details. This dummy data is provided for user convenience, which eliminates the need to create customer bank details repeatedly.

Basically, it ensures that the workflow remains uninterrupted while still allowing users to update the information later if needed.

Invoice Details

In this section you will add the invoice of the customer’s company.

In this, you have the Invoice details section; click on the drop-down and fill in the details.

Enter the VAT number given in the invoice. e.g., 01020000

Click and select the VAT rate applied on the invoice, e.g., zero (0%), exempt (0%), standard (5%), no VAT, or export (0%).

“Enter Credit Limit” means how much the user is allowed to pay from the bank account, e.g., AED10000000.

“Enter Number of Credit Days” means the time allowed to pay the invoice, meaning it becomes overdue. e.g., 90 days (3 months)

“Enter Credit Limited Currency” means in which currency you are paying. e.g., AED, USD, etc.

Addresses

You will have an Address section; this section is mandatory to submit this form. Click on the drop-down and fill in the details. In this section you will add the addresses of the customer’s company.

Here you have three type of addresses: default address

Delivery Address (Place of Supply)

Billing Address

Default address

This is the primary or registered address of the customer.

Enter Building/House Number or Name, e.g., XYYZ trading LLC

Enter correct Postal/zip Code in it, e.g., 12345.

Enter the Address Line 1 & 2, e.g., add floor name, street name, block, building name area, etc. e.g., floor number 0, XX building, West Dubai

Enter the city name, e.g., Dubai.

Select or type the state or province. e.g., Dubai

Choose the country from the dropdown list. e.g., UAE

Delivery Address (Place of Supply)

This is where goods or services will be delivered.

Same as the Default Address section.

Checkbox: “Same as Default Address” – Tick this if the delivery address is the same as the default one; it will auto-fill the details. If not, then enter like this as given below.

Enter Building/House Number or Name, e.g., XYZ trading LLC

Enter correct Postal/zip Code in it, e.g., 122345.

Enter the Address Line 1 & 2, e.g., add floor name, street name, block, building name area, etc. e.g., floor number 0, XX building, West Dubai

Enter the city name, e.g., Dubai.

Select or type the state or province. e.g., Dubai

Choose the country from the dropdown list. e.g., UAE.

Billing Address

This is the address where the invoice or billing documents are sent.

Same as above.

Checkbox: “Same as Delivery Address”

Tick this if the billing address is identical to the delivery address; it will auto-populate automatically.

Checkbox: “Same as Default Address”

Use this if billing is identical to the default address.

If not identical, then enter like this as given below.

Enter Building/House Number or Name, e.g., XYYZ trading LLC

Enter correct Postal/zip Code in it, e.g., 122345.

Enter the Address Line 1 & 2, e.g., add floor name, street name, block, building name area, etc. e.g., floor number 0, XX building, West Dubai

Enter the city name, e.g., Dubai.

Select or type the state or province. e.g., Dubai

Choose the country from the dropdown list. e.g., UAE

Once you’ve filled in all the details, then click on the submit button.

After saving the information, it will take you to new customer details where you can check the details of the customer.

Now go back and refresh the page and then create the invoice, quotation, and proforma invoice.